Automated Criminal History System (ACHS) : user manual.

Automated Criminal History System (ACHS)
USER MANUAL
June 1, 2011To get started, visit: http://www.ok.gov/osbi/Criminal_History/Automated_Criminal_History_System/index.html
Click on the link underneaththe subheading “Already a billing customer?”
This will take
you to the ACHS registration form.
2The first step to using ACHS is completing the Customer Registration Application
The Customer Main Information includesthe name, business type, address and phone numbers for the business entity.
The Business Contact Person will be
the account administrator. Once established in ACHS this administrator will be able to add other administrators and authorized users to the account.
3OSBI will provide you with a PIN which will take the place of an original signature on this contract.
If you are an established billing customer, your PIN will be the account number from your billing statement. If you need assistance, please call Sylvia at (405) 879-2563 or email Sylvia.Coslow@osbi.ok.govto get your PIN.
Please review the agreement carefully. This will be in lieuof the annual contract historically provided.
ACHS will, in the future, be able to accommodate search requests for the Department of Correction Sex Offender and Violent Offender Registries. A deployment date for these services has not yet been established.
4Once the form has been completed, click on the button on the upper right hand corner of the document.
5Fill in youremail address and name and hit the <send> button.
You will be able to save
data typed in to this form.
YOUREMAIL@COMPANY.COM
YOUR NAME HERE
6Getting started with ACHShttp://www.ok.gov/osbi/Criminal_History/Automated_Criminal_History_System/index.html
ACHS was successfully tested using Internet Explorer 7 and Firefox Mozilla 3.6.
ACHS is available 24/7 for use by registered billing customers. (Technical support is available Monday through Friday 8:00 –5:00).
7Logging in to ACHSType in your username and password and hit enter. When OSBI creates your username initially, it will be whatever is before the @ symbol in your email address. You will be able to change this later.
8Create SearchFill in the fields. Those marked with a red asterisk are required.When you first log in, you will be in the “Create Search” area of ACHS.
Add a maiden name or other Aliases by clicking here.
You must include a date of birth. If the actual birth date is unknown, enter any date based on an approximate age. ACHS will search 3 years before and after the date indicated to determine possible matches.
Race and Gender are absolute disqualifiers. This means if what you enter does not match our record, you will not find your subject. “Unknown” acts as a wildcard and will give you more choices. It may be necessary to specify race and/or gender for more common names to limit the number of potential candidates.
In the first name field, include first and middle name or middle initial if known. (i.e. John Michael or John M).
9ALIAS NAMES
Add up to 3 alias names for no additional charge. You must include both first and last names for each alias search request.
Once the search parameters are established, click the submit button in the lower left corner.
Once you click “Submit,” you will be charged $15 for the search.
10Successful Submission
After a successful submission, you will have a message flash in your upper right corner.
The search fields will be cleared for your next search submission.
Submission of search was successful.
11Pending Searches
Once your search is submitted, click on the “Pending Searches” hyperlink. When viewable in this area of ACHS, a submission is being processed by OSBI.
After ACHS has processed the request, it will no longer be viewable in “Pending Searches.” It can be viewed in one of two areas. If there was no record match to the descriptors provided, search results can be viewed in the “Finalized Searches” area of ACHS. If there are one or more potential candidates, the search request will be moved to “Candidate List.” There you will need to make a determination if the candidate is the subject of your search.
You will be able to see the pending searches for all authorized users within your organization.
12Candidate List
If there are one or more possible matches to your search criteria, the search will appear in the “Candidate List” area of ACHS. Click on anyof the descriptor hyperlinks to view the candidate list.
(A hyperlink is a link to another location or file, activated by clicking on the underlined words).
Clicking on any of the listed hyperlinks will get you to the candidate list for the search in that row.
13CANDIDATE LIST
Review the possible candidates. ACHS will display the name, race, gender, date of birth (DOB) for all candidates. If a social security number (SSN) is entered, ACHS will say whether it is or is not a match to the one in OSBI‟s criminal history database. Select one or more candidates by clicking on the YEShyperlink to request the RAP sheet. OSBI considers a candidate a match if 2 or more of the following are the same: NAME, DOB, SSN assuming race and gender are also a match. If it is unclear, you may contact OSBI for a determination.
Each search entitles the user to the criminal history information for one candidate. Each additional candidate selected will result in a $15 fee.
Candidates not selected can be removed from the “Candidate List” by clicking the NOhyperlink.
If you wish to select NO for all remaining candidates, click the “Close All Open Responses” Button.
Candidate selections must occur by the 5thof the month following the month of submission for billing purposes. If no selection is made by that date, the submission will be administratively closed.
14Once the candidate(s) have been selected, notification will appear in the upper right hand corner. The request can be viewed in the “Pending Searches” area until the RAP sheet(s) have been formatted. This may take anywhere from 30 seconds to 30 minutes depending on the number of current system usage. You can request an email notification when the RAP sheet is ready to be viewed. This can be set up in your account profile.
CANDIDATE LIST
Selection of candidate was successful.
15Finalized Searches
All completed searches will appear in the ��Finalized Searches” area of ACHS. They will include both records without a match and those you have identified as matching the search criteria.
To view the search results, click on any of the hyperlinked fields in the row of the subject in question.
You will be able to see the finalized searches from all authorized users within your organization. To see fewer and more relevant searches, use the column filter. To use the column filter, type one or more letters and press TAB; this will display all of the information that starts with the letter(s) you type.
Exports the list to excel.
Filtered by last name, Smith
16ViewingSearchResults
To download the most
recent version of Adobe Acrobat Reader, go to:
http://get.adobe.com/reader/
When is clicked, ACHS will generate a search result form in .pdfformat. This form can be printed or saved.
You will need adobe acrobat reader installed on your computer.
To retrieve the RAP sheet, click here.
17Search ResponseForm
This form mirrors the standard OSBI Criminal History Request Form. It includes the information from the requestor and the subject being searched along with the final search result.
18Finalized Search Results
If no candidates match the search parametersgiven:
NO RECORD WAS FOUND
MATCHING THE SUBJECT NAME
AND/OR DESCRIPTION.
If a match has been identified:
INSERT SID NUMBER(S) HERE
BASED UPON THE INFORMATIONPROVIDED, THE SUBJECT MAY BETHE SAME AS OSBI #XXX.
A COPY OF THE RECORD IS ATTACHED.
If no match is identified amongst the candidates offered:
NONE OF THE CANDIDATES PRESENTED AS POSSIBLE MATCHES WERE SELECTED BYTHE ACHS AUTHORIZED USER
If a candidatelist was provided and not acted upon, the search will be administratively closed on the 5thof the month following the month of the submission:
SEARCH RESULTSARE NO LONGER AVAILABLE.
The response form will include one of the following responses:
19Retrieving the RAP sheet
After you click the “View” hyperlink in the “View this Rapsheet” Column, ACHS will download the .pdfRAP sheet. Click the “OK” button to open the document.
20ACHS will generate the RAP sheet
21HOW TO READ A RAP SHEET Http://www.ok.gov/osbi/Criminal_History/
22Search History
The “Search History” section of ACHS can be used to search by anysubject search criteria, user, date of submission or status. Submission data will be available through ACHS indefinitely, although the ACHS response can only be viewed/printed/saved for 30 days from the date of submission.
This feature makes it easy to see if a submission was made and track usage of the system by date or authorized user.
23My Account
The “My Account” area of ACHS has your account information.You can change this information at any time.
If “Email Notification” is marked YES, the user will be notified when a RAP sheet is ready to be viewed.
Expiration Date refers to the password which expires every 90 days. The System will notify authorized users via email when their passwords are going to expire. If not changed prior to the expiration date, a company admin or OSBI administrator will have to update the password.
24Customer Admin
Only Account Administrators (Admins) will see the “CUSTOMER ADMIN” hyperlink.
In this area of ACHS, the „entries‟ are the authorized users associated with your organization.
Click the button to add a new authorized user to your organization.
Click on any of the current user‟s hyperlinked fields to open their user profile.
25Adding or modifying a userRequired fields are designated with a red asterisk. Assign a password that meets the password rules found in the lower left of the screen. The user can sign in and make changes to all fields except role. Only a company Admin can modify a user‟s role. Roles include the following:
oadmin-can add, enable, disable and modify users
ousers-can submit searches and view results
oread-only–allows access to ACHS to view results orsubmissions only.
A user can access ACHS if enabled in their profile. To deny access, change “Enabled” to NO. Organizations are responsible for any submissions made by enabled users.
26
A user can access ACHS if enabled in their profile. To deny access, change “Enabled” to NO. Organizations are responsible for any submissions made by enabled users.Practice SubmissionsUse either of the following practice submissions without being charged a fee to familiarize yourself with ACHS:
LAST NAME
FIRST NAME
RACE
GENDER
DATE OFBIRTH
SOCIAL SECURITY NUMBER (SSN)
TESTONE
OKLAHOMA
WHITE
FEMALE
01/01/1970
987-65-4321
TESTTWO
OKLAHOMA
WHITE
FEMALE
02/02/1950
123-45-6789
27
Entries must be exact to avoid billing!Changing Column Layout
28
Right click on the up and down arrows at the end of any column header to sort by column or to add or delete columns available for viewing.
Click on the “Store Person Search Layout” Button to make permanent any changes made to the column layout.Contact InformationPlease contact the following individuals with any questions or concerns regarding ACHS:
Sylvia Coslow
Administrative Programs Officer
(405) 879-2563
(405) 879-2503 FAX
Sylvia.Coslow@osbi.ok.gov
Felicia Jackson
Administrative Programs Officer
(405) 879-2534
(405) 879-2966 FAX
Felicia.Jackson@osbi.ok.gov
29

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Automated Criminal History System (ACHS)
USER MANUAL
June 1, 2011To get started, visit: http://www.ok.gov/osbi/Criminal_History/Automated_Criminal_History_System/index.html
Click on the link underneaththe subheading “Already a billing customer?”
This will take
you to the ACHS registration form.
2The first step to using ACHS is completing the Customer Registration Application
The Customer Main Information includesthe name, business type, address and phone numbers for the business entity.
The Business Contact Person will be
the account administrator. Once established in ACHS this administrator will be able to add other administrators and authorized users to the account.
3OSBI will provide you with a PIN which will take the place of an original signature on this contract.
If you are an established billing customer, your PIN will be the account number from your billing statement. If you need assistance, please call Sylvia at (405) 879-2563 or email Sylvia.Coslow@osbi.ok.govto get your PIN.
Please review the agreement carefully. This will be in lieuof the annual contract historically provided.
ACHS will, in the future, be able to accommodate search requests for the Department of Correction Sex Offender and Violent Offender Registries. A deployment date for these services has not yet been established.
4Once the form has been completed, click on the button on the upper right hand corner of the document.
5Fill in youremail address and name and hit the button.
You will be able to save
data typed in to this form.
YOUREMAIL@COMPANY.COM
YOUR NAME HERE
6Getting started with ACHShttp://www.ok.gov/osbi/Criminal_History/Automated_Criminal_History_System/index.html
ACHS was successfully tested using Internet Explorer 7 and Firefox Mozilla 3.6.
ACHS is available 24/7 for use by registered billing customers. (Technical support is available Monday through Friday 8:00 –5:00).
7Logging in to ACHSType in your username and password and hit enter. When OSBI creates your username initially, it will be whatever is before the @ symbol in your email address. You will be able to change this later.
8Create SearchFill in the fields. Those marked with a red asterisk are required.When you first log in, you will be in the “Create Search” area of ACHS.
Add a maiden name or other Aliases by clicking here.
You must include a date of birth. If the actual birth date is unknown, enter any date based on an approximate age. ACHS will search 3 years before and after the date indicated to determine possible matches.
Race and Gender are absolute disqualifiers. This means if what you enter does not match our record, you will not find your subject. “Unknown” acts as a wildcard and will give you more choices. It may be necessary to specify race and/or gender for more common names to limit the number of potential candidates.
In the first name field, include first and middle name or middle initial if known. (i.e. John Michael or John M).
9ALIAS NAMES
Add up to 3 alias names for no additional charge. You must include both first and last names for each alias search request.
Once the search parameters are established, click the submit button in the lower left corner.
Once you click “Submit,” you will be charged $15 for the search.
10Successful Submission
After a successful submission, you will have a message flash in your upper right corner.
The search fields will be cleared for your next search submission.
Submission of search was successful.
11Pending Searches
Once your search is submitted, click on the “Pending Searches” hyperlink. When viewable in this area of ACHS, a submission is being processed by OSBI.
After ACHS has processed the request, it will no longer be viewable in “Pending Searches.” It can be viewed in one of two areas. If there was no record match to the descriptors provided, search results can be viewed in the “Finalized Searches” area of ACHS. If there are one or more potential candidates, the search request will be moved to “Candidate List.” There you will need to make a determination if the candidate is the subject of your search.
You will be able to see the pending searches for all authorized users within your organization.
12Candidate List
If there are one or more possible matches to your search criteria, the search will appear in the “Candidate List” area of ACHS. Click on anyof the descriptor hyperlinks to view the candidate list.
(A hyperlink is a link to another location or file, activated by clicking on the underlined words).
Clicking on any of the listed hyperlinks will get you to the candidate list for the search in that row.
13CANDIDATE LIST
Review the possible candidates. ACHS will display the name, race, gender, date of birth (DOB) for all candidates. If a social security number (SSN) is entered, ACHS will say whether it is or is not a match to the one in OSBI‟s criminal history database. Select one or more candidates by clicking on the YEShyperlink to request the RAP sheet. OSBI considers a candidate a match if 2 or more of the following are the same: NAME, DOB, SSN assuming race and gender are also a match. If it is unclear, you may contact OSBI for a determination.
Each search entitles the user to the criminal history information for one candidate. Each additional candidate selected will result in a $15 fee.
Candidates not selected can be removed from the “Candidate List” by clicking the NOhyperlink.
If you wish to select NO for all remaining candidates, click the “Close All Open Responses” Button.
Candidate selections must occur by the 5thof the month following the month of submission for billing purposes. If no selection is made by that date, the submission will be administratively closed.
14Once the candidate(s) have been selected, notification will appear in the upper right hand corner. The request can be viewed in the “Pending Searches” area until the RAP sheet(s) have been formatted. This may take anywhere from 30 seconds to 30 minutes depending on the number of current system usage. You can request an email notification when the RAP sheet is ready to be viewed. This can be set up in your account profile.
CANDIDATE LIST
Selection of candidate was successful.
15Finalized Searches
All completed searches will appear in the ��Finalized Searches” area of ACHS. They will include both records without a match and those you have identified as matching the search criteria.
To view the search results, click on any of the hyperlinked fields in the row of the subject in question.
You will be able to see the finalized searches from all authorized users within your organization. To see fewer and more relevant searches, use the column filter. To use the column filter, type one or more letters and press TAB; this will display all of the information that starts with the letter(s) you type.
Exports the list to excel.
Filtered by last name, Smith
16ViewingSearchResults
To download the most
recent version of Adobe Acrobat Reader, go to:
http://get.adobe.com/reader/
When is clicked, ACHS will generate a search result form in .pdfformat. This form can be printed or saved.
You will need adobe acrobat reader installed on your computer.
To retrieve the RAP sheet, click here.
17Search ResponseForm
This form mirrors the standard OSBI Criminal History Request Form. It includes the information from the requestor and the subject being searched along with the final search result.
18Finalized Search Results
If no candidates match the search parametersgiven:
NO RECORD WAS FOUND
MATCHING THE SUBJECT NAME
AND/OR DESCRIPTION.
If a match has been identified:
INSERT SID NUMBER(S) HERE
BASED UPON THE INFORMATIONPROVIDED, THE SUBJECT MAY BETHE SAME AS OSBI #XXX.
A COPY OF THE RECORD IS ATTACHED.
If no match is identified amongst the candidates offered:
NONE OF THE CANDIDATES PRESENTED AS POSSIBLE MATCHES WERE SELECTED BYTHE ACHS AUTHORIZED USER
If a candidatelist was provided and not acted upon, the search will be administratively closed on the 5thof the month following the month of the submission:
SEARCH RESULTSARE NO LONGER AVAILABLE.
The response form will include one of the following responses:
19Retrieving the RAP sheet
After you click the “View” hyperlink in the “View this Rapsheet” Column, ACHS will download the .pdfRAP sheet. Click the “OK” button to open the document.
20ACHS will generate the RAP sheet
21HOW TO READ A RAP SHEET Http://www.ok.gov/osbi/Criminal_History/
22Search History
The “Search History” section of ACHS can be used to search by anysubject search criteria, user, date of submission or status. Submission data will be available through ACHS indefinitely, although the ACHS response can only be viewed/printed/saved for 30 days from the date of submission.
This feature makes it easy to see if a submission was made and track usage of the system by date or authorized user.
23My Account
The “My Account” area of ACHS has your account information.You can change this information at any time.
If “Email Notification” is marked YES, the user will be notified when a RAP sheet is ready to be viewed.
Expiration Date refers to the password which expires every 90 days. The System will notify authorized users via email when their passwords are going to expire. If not changed prior to the expiration date, a company admin or OSBI administrator will have to update the password.
24Customer Admin
Only Account Administrators (Admins) will see the “CUSTOMER ADMIN” hyperlink.
In this area of ACHS, the „entries‟ are the authorized users associated with your organization.
Click the button to add a new authorized user to your organization.
Click on any of the current user‟s hyperlinked fields to open their user profile.
25Adding or modifying a userRequired fields are designated with a red asterisk. Assign a password that meets the password rules found in the lower left of the screen. The user can sign in and make changes to all fields except role. Only a company Admin can modify a user‟s role. Roles include the following:
oadmin-can add, enable, disable and modify users
ousers-can submit searches and view results
oread-only–allows access to ACHS to view results orsubmissions only.
A user can access ACHS if enabled in their profile. To deny access, change “Enabled” to NO. Organizations are responsible for any submissions made by enabled users.
26
A user can access ACHS if enabled in their profile. To deny access, change “Enabled” to NO. Organizations are responsible for any submissions made by enabled users.Practice SubmissionsUse either of the following practice submissions without being charged a fee to familiarize yourself with ACHS:
LAST NAME
FIRST NAME
RACE
GENDER
DATE OFBIRTH
SOCIAL SECURITY NUMBER (SSN)
TESTONE
OKLAHOMA
WHITE
FEMALE
01/01/1970
987-65-4321
TESTTWO
OKLAHOMA
WHITE
FEMALE
02/02/1950
123-45-6789
27
Entries must be exact to avoid billing!Changing Column Layout
28
Right click on the up and down arrows at the end of any column header to sort by column or to add or delete columns available for viewing.
Click on the “Store Person Search Layout” Button to make permanent any changes made to the column layout.Contact InformationPlease contact the following individuals with any questions or concerns regarding ACHS:
Sylvia Coslow
Administrative Programs Officer
(405) 879-2563
(405) 879-2503 FAX
Sylvia.Coslow@osbi.ok.gov
Felicia Jackson
Administrative Programs Officer
(405) 879-2534
(405) 879-2966 FAX
Felicia.Jackson@osbi.ok.gov
29